Your Guide to Presenting at
Health & Wellbeing Together Board Meetings
What is the role of Health & Wellbeing Together?
Health and Wellbeing Together is the forum where city partners come together to improve the health and wellbeing of the local community and work towards reducing health inequalities.You can access meeting dates, agendas and papers, including the Board’s Forward Plan here.
Further details about the remit of Health & Wellbeing Together can be found in the Terms of Reference.
All Health & Wellbeing Together Board meetings have an agenda and supporting papers. These are published five clear working days in advance of the meeting.To submit an item for future consideration at a Board meeting contact Democratic Services to request an agenda item request form to complete.
Papers to be presented to Health & Wellbeing Together Board meetings should be authored and submitted to Democratic Services via the Modern gov. system using the specified report template. If you are a partner organisation, or don’t currently have access to Modern.gov, please contact Democratic Services for further information.
Reports should be as short as possible (ideally less than eight sides) whilst including all relevant information (e.g. background documents) which are necessary for the Health & Wellbeing Together Board to make an informed decision.
Appendices should include any relevant documents, anything you reference in the report should be included as an appendix. Appendices should be labelled and referred to numerically (i.e. Appendix 1) not alphabetically (e.g. Appendix A).
The corporate style guide for completing the report template advises the following:
- Reports to be written in size 12 Arial, using bold for emphasis of headings rather than underlining and capitalization.
- Bold every heading and number every paragraph by one decimal point (i.e. 1.0 Background ), don’t use more than one decimal point e.g. 1.1.1
- All paragraphs should be aligned to the left and sentences kept short and concise – 20 to 25 words as a guide
- When referring to the City of Wolverhampton Council use “the Council” and “the Council’s” instead of “we” and “our”. Use “Councillors” instead of “Members” and “employees” instead of “staff” or “officers”.
- Do not use acronyms in report titles or recommendations. When using acronyms in the main body of the report, explain what it means the first time you use it. Make no assumptions about what the reader knows, e.g. The City of Wolverhampton Council (CWC).
- Write dates as 7 July 2017 not 7th July 2017 not July 7th 2017, multiple years should be 2016-17 not 2016/17.
- Don’t use ampersands (&) except in tables to save space if necessary.
- Don’t use capital letters unnecessarily. Proper nouns and acronyms should be capitalized, but also team names and departments along with our Council, City, Cabinet, Councillors.
Reports should not be written like a novel; the solution comes before the problem:
- Recommendations – What is your solution?
- Problem - What is the issue?
- Impact - Why does the issue matter?
- Justification of solution - Why are your recommendations the correct response in the circumstances?
- Risks – what risks are there? Are there risks for making no decision?
- Effects – What implications does the problem and solution have on the council? Be sure to contact legal, finance and equalities for input early on.
Ensure that your recommendations are specific and succinct, all recommendations should begin with a verb e.g. approve, endorse, agree.
Please refer to the following cheat sheet when checking your report:
|Other fonts, colours
|Black, Arial 12
|Underline or italics
|Bold for emphasis
|staff or officers
|Councillors (okay for Cabinet Members)
|“Closed Circuit Television” the first time, then “CCTV”
|February 23rd 2017
|23 February 2017
|1st place in 4 categories to give them
their twentieth award in eleven years.
|First place in four categories to give them
their 20th award in 11 years
Please note once your report has been published by Democratic Services, it cannot be unpublished. If you need to make changes to your report, you would have to provide them in a spoken addendum in the meeting, to be recorded in the minutes.
Reports that also require City of Wolverhampton Council Executive approval
If your report will go on to City of Wolverhampton Council’s Cabinet or Cabinet panel for approval, please insert the following paragraph into the ‘Background’ section of the template:
1.1 This item was considered by Health and Wellbeing Together at its meeting on *insert date* and the recommendations were approved.
The functions and responsibilities of the Cabinet are detailed in the City of Wolverhampton Council constitution.
If you are unsure if your report will also require Executive approval please contact Democratic Services.
What to expect at the meeting
Arrive at the designated start time of the meeting. If you are not a Board member you may leave once you have presented your item. You will be invited to speak by the Chair following the order on the agenda unless otherwise stated. Please notify Democratic Services in advance if you require ICT and will be delivering a presentation.
Members of the public or press may be in attendance. A ‘public question time’ is a standing item on the agenda, however questions have to be submitted in advance and follow set guidance. You will therefore know in advance of the meeting if there is a question concerning your agenda item.
Members of the public may use social media at this meeting in adherence with the Protocol for Recording, Filming and Social Media at Meetings as outlined in the City of Wolverhampton Council’s Constitution.
Presenting to the Board
Assume all members of the Board have read your paper in advance of the meeting, therefore use your allotted time to summarise key findings or areas requiring discussion or decision.
As a rule of thumb, try not to speak for more than 10 minutes making sure you leave time for any questions at the end of your presentation.
If you are asked a question and don’t know the answer, offer to come back with the answer as swiftly as possible and then liaise with Democratic Services following the meeting once you have the answer.
If you require a decision to be taken by the Board, make sure the options are very clear, repeating them again at the close of your presentation if necessary.
To make the best use of your time, you could:
- Prepare a script beforehand so you don’t forget what to say
- Rehearse your presentation and time yourself
If you are using PowerPoint or similar software, please bear the following in mind:
- Keep the presentation brief and slides to a minimum. 6-8 slides are enough and any lengthy sections of information can be included in the report.
- Use a sans serif font. Arial is used as the house style as it’s easy to read.
- Use a large font size. This makes it easier to read throughout the room.
- Highlight key points or areas for discussion with bullet points.
- Ensure charts, graphs and tables are clear and fit comfortably on the screen with no overlap or cut off. The information they represent can be explained more fully as part of the presentation.
- Avoid the use of clip art or stock images. Images can convey powerful messages or communicate information, but unnecessary pictures can be distracting
- If you require the Board to make a decision, at the end of the presentation add a slide with the recommendations as a reminder of the options. Leave enough time to invite questions at this point as well.
Further information or support is available from Democratic Services
Telephone: 01902 554070